ESSEX CHESS ASSOCIATION CONSTITUTION
1. The Association shall be called “The Essex Chess Association”.
2. The object of the Association shall be to encourage the practice of chess in every way.
3. The Association shall affiliate to the Southern Counties Chess Union, the British Chess Federation and the English Chess Federation.
4. The Association shall comprise its Officers, Vice-Presidents, Hon Life Members, Affiliated Clubs and their Members, Unattached Members and Affiliated Leagues and their Members affiliated to the Association under prescribed rules and other Affiliated Organisations.
5. The Officers of the Association shall be its President, Chairman, General Secretary, Assistant General Secretary, Treasurer, Match Captain, Assistant Match Captain, Correspondence Match Captain, League Secretary, Congress Secretary, Tournament Secretary, Junior Organiser, Publicity Officer, Webmaster and Grader who, together with two other members, shall form the Executive Committee responsible for the management of the affairs of the Association - five to form a quorum.
6. The Executive Committee shall appoint annually delegates to the British Chess Federation, English Chess Federation and Southern Counties Chess Union and a representative at the Southern Counties Chess Union Executive. It shall also appoint Sub-Committees for League Management and for any other purpose considered appropriate. The Executive may delegate such powers to any Sub-Committee as it considers appropriate. Any member of the Association shall have the right of appeal against the decision of an Officer or a Sub-Committee to the Executive Committee.
7. The Executive Committee and Sub-Committees shall have power to co-opt.
8. The General Purposes Committee, consisting of the elected members of the Executive Committee, one representative of each Affiliated Club and one representative of each Affiliated League and other Affiliated Organisation, shall meet at least once a year. A quorum shall comprise ten individuals from those entitled to attend. Recommendations from this Committee shall be submitted to the Executive Committee or the Annual General Meeting for consideration. At least twenty one days prior to the date arranged, Notice of the Meeting and the Agenda shall be circulated to the elected members of the Executive Committee and to Secretaries of Affiliated Clubs, Affiliated Leagues and other Affiliated Organisations.
9. An Annual General Meeting of the Association shall be held not later than 30th June for the following purposes.
(a) The presentation of reports on the season's activities and an audited statement of the accounts for the financial period ended 30th April.
(b) To determine the subscriptions and affiliation fees for the ensuing year.
(c) The election of Officers and Vice-Presidents for the ensuing year.
(d) The election of two other members to serve on the Executive Committee for the ensuing year.
(e) The appointment of an Auditor.
(f) The transaction of the business shown on the Agenda and of other business which may arise.
A quorum shall comprise twelve persons entitled to attend. Twenty one days prior to the date arranged, Notice of the Meeting, the Agenda and Financial Statement, shall be circulated to the Members of the Executive Committee, to Vice-Presidents and Life Members of the Association and to Secretaries of Affiliated Clubs, Affiliated Leagues and other Affiliated Organisations.
10. The following shall be entitled to attend and vote at the Annual General Meeting.
(a) Members of the Executive Committee;
(b) Vice-Presidents and Life Members of the Association;
(c) Members of Affiliated Clubs and Unattached Members whose subscriptions have been received by the Treasurer of the Association prior to the commencement of the Meeting;
(d) Representatives of Affiliated Leagues in accordance with the rules currently in force; and
(e) Two representatives of each other Affiliated Organisation.
On all matters voting shall be on the basis of one vote for each person present and entitled to vote, irrespective of the fact that a person may attend in more than one capacity. In the event of a tie, the Chairman of the Meeting shall have a second and casting vote.
11. A Special General Meeting of the Association shall be called by the General Secretary at the instruction of the Executive Committee or within thirty days of a written requisition from not less than three Affiliated Clubs, stating clearly the nature of the business to be transacted. No other business may be considered. Circulation of the Notice of the Meeting, quorum and voting rights shall be the same as for an Annual General Meeting.
12. This Constitution shall not be altered except by a two-thirds majority of votes cast at an Annual General Meeting or at a Special General Meeting of the Association convened for the purpose. Notice of any proposed alteration or addition for discussion at an Annual General Meeting shall be given to the General Secretary in writing before 15th April and included in the Agenda.
As amended 21st September 2006
